Approval Settings

Purpose

The Approval Settings screen allows administrators to configure approval workflows for purchasing transactions. Approval workflows ensure that Purchase Requests, Purchase Orders, Quotations, Purchase Invoices, and Payment Requests are reviewed and approved by authorized personnel before processing.

Organizations can create multi-level approval processes based on staff members, direct managers, department managers, or a combination of approvers.

Create

To create a new approval setting:

Step 1

Navigate to Settings within the Purchase Module from the left sidebar.

Step 2

Select Approval Settings and click New Approval Setting.

Step 3

Complete the required information:

1. Enter the Subject.

2. Select the Related transaction type:

   • Purchase Request

   • Purchase Order

   • Quotation

   • Purchase Invoice

   • Payment Request

3. Enable Only 1 Person Needs to Approve the Transaction if applicable.

4. Select the Approver type:

   • Staff

   • Direct Manager

   • Department Manager

5. Select the Action:

   • Approve

   • Sign

6. Add additional approvers if required.

7. Remove approvers if necessary.

Step 4

Click Save.

The approval workflow becomes available for the selected transaction type.

View

The Approval Settings list displays all configured approval workflows.

Users can view:

• Subject

• Related Transaction Type

• Approval Method

• Approver Configuration

• Approval Action

• Creation Details

• Last Updated Information

Edit

To modify an existing approval workflow:

Step 1

Navigate to Settings → Approval Settings.

Step 2

Select the approval setting and click Edit.

Step 3

Update the required information.

Step 4

Click Save.

The updated workflow will be applied to future approval requests.

Delete

To remove an approval workflow:

Step 1

Navigate to Settings → Approval Settings.

Step 2

Select the approval setting and click Delete.

Step 3

Confirm the deletion in the confirmation dialog.

The selected approval workflow will be permanently deleted from the system.

Approve

Authorized approvers can approve purchasing transactions according to the configured workflow.

When approval requirements are satisfied, the transaction status changes according to the approval process configuration.

Reject

Authorized approvers may reject transactions that do not meet organizational requirements.

Rejected transactions are returned to the creator for review and correction.

Field Descriptions

Workflow Rules

Supported Transaction Types

Approval workflows can be configured for:

• Purchase Requests

• Purchase Orders

• Quotations

• Purchase Invoices

• Payment Requests

Approver Assignment

Staff

• Approval requests are assigned to the selected employee.

Direct Manager

• Approval requests are assigned to the direct manager of the transaction creator.

• This option is available only when the HR Records module is active.

Department Manager

• Approval requests are assigned to the department manager of the transaction creator.

• This option is available only when the HR Records module is active.

Approval Actions

Approve

• The approver reviews and approves the transaction.

• Electronic signatures may be uploaded during approval if the Allow Upload E-Sign for Approve Type setting is enabled in Purchase Options.

Sign

• The approver provides an approval signature according to the configured workflow.

Multiple Approvers

• Multiple approval levels can be configured.

• Additional approvers can be added or removed at any time.

Single Approval Option

When Only 1 Person Needs to Approve the Transaction is enabled:

• All configured approvers receive the approval request simultaneously.

• Approval from any one approver immediately completes the approval process.

• Remaining approvers are not required to take action.

When disabled:

• The transaction follows the configured approval sequence.

• All required approvers must complete their assigned approval steps.

Missing Approver Validation

If:

• The transaction creator does not have a direct manager configured, or

• The transaction creator's department does not have a department manager configured,

the approval request cannot be assigned and the transaction creator receives a notification indicating that no approver was found.

Status Behavior

Synchronization

Approval Settings are synchronized with:

• Purchase Requests

• Purchase Orders

• Quotations

• Purchase Invoices

• Payment Requests

• Employees

• Departments

• HR Records

• Notifications

• Activity Logs

• Approval History

Permissions

Important Notes

• Approval workflows are transaction-type specific.

• Direct Manager and Department Manager approver options require the HR Records module to be active.

• Electronic signature uploads are only available when:

  • The approval action is Approve, and

  • The Allow Upload E-Sign for Approve Type option is enabled in Purchase Options.

• Missing manager assignments will prevent approval requests from being routed successfully.

• The Only 1 Person Needs to Approve the Transaction option can significantly reduce approval processing time for selected workflows.

• Approval workflow changes apply to future approval requests and do not retroactively modify existing approvals.